Allowable & Unallowable PCard Travel Purchases
The PCard may be used to pay for University business travel, excluding meals. Acceptable uses include airfare, lodging, and transportation costs (taxi, rental car, etc.). All travel must be allowable under University Administrative Policy 4030 - Travel.
- The Concur travel booking tool is the preferred method for booking UNM business travel. Please visit UNM Travel for details about the booking tool and UNM Travel program.
- You may purchase travel from any source, including online sources like Priceline.com or Expedia.com, a travel agency, or directly from the airline/hotel/ground transportation company. Be aware when booking through these third-party travel sites there may be complications when flights need to be canceled or changed.
- When purchasing airfare on United Airlines, be aware that some reservations will require that the PCard be presented at check-in. If the PCard is required at check-in the Cardholder may either meet the traveler at the ticket counter and show the card or contact customer service to explain the situation and have a new ticket issued. Click here for more information.
International Travel
International travel is allowed on PCard.
Prior Approval
All International Travel expenditures must include documentation of prior approval from the Dean, Director, Department Head, PI or designate per policy 4030, Section 4.2. In addition, Travelers are required to comply with all Export Control laws per Policy 4030, Section 5. Finally, if restricted funds are being utilized for the airfare, an American carrier must be used per Policy 4030, Section 8.2. Exceptions to this requirement can be considered if documentation of the facts and circumstances is provided.
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Administrative Policies and Procedures Manual - Policy 4030 Travel
https://policy.unm.edu/university-policies/4000/4030.html
5. Export Control Compliance
Travelers are required to comply with all export control laws and regulations while traveling internationally. When traveling internationally with UNM-owned equipment or UNM-owned information, please contact Export Control at export@unm.edu.
The following matrix will detail which individuals you may and may not purchase travel for using the PCard.
Air/Lodging | Vehicle Rentals | Bus/Shuttle/Taxi | |
UNM Employee (excluding independent contractors) | Allowed | Allowed | Allowed |
UNM Students (including foreign nationals) | Allowed | Not Allowed on PCard. Reimbursement only. | Allowed |
UNM Student Recruits (excluding foreign nationals) | Allowed | Not Allowed on PCard. Reimbursement only. | Allowed |
UNM Job Applicants (excluding foreign nationals) | Allowed | Not Allowed on PCard. Reimbursement only. | Allowed |
Honorarium Recipients (excluding foreign nationals) | Allowed | Not Allowed on PCard. Reimbursement only. | Allowed |
Guest Speakers (excluding foreign nationals) | Allowed | Not Allowed on PCard. Reimbursement only. | Allowed |
Lecturers (excluding foreign nationals) | Allowed | Not Allowed on PCard. Reimbursement only. | Allowed |
Independent Contractors | Travel Exception Request Form | Not Allowed on PCard. Reimbursement only. | Travel Exception Request Form |
Foreign National Guest Speakers | Foreign National Travel Request Form | Not Allowed on PCard. Reimbursement only. | Foreign National Travel Request Form |
Foreign National Lecturers | Foreign National Travel Request Form | Not Allowed on PCard. Reimbursement only. | Foreign National Travel Request Form |
Foreign National Honorarium Recipients | Foreign National Travel Request Form | Not Allowed on PCard. Reimbursement only. | Foreign National Travel Request Form |
Foreign UNM Student Recruits | Foreign National Travel Request Form | Not Allowed on PCard. Reimbursement only. | Foreign National Travel Request Form |
Foreign UNM Job Applicants | Foreign National Travel Request Form | Not Allowed on PCard. Reimbursement only. | Foreign National Travel Request Form |
Payments for Foreign Nationals
Special procedures exist when using a PCard to pay travel expenses for foreign visitors.
- Approval must be obtained before travel expenses are authorized on the PCard.
- The department obtains this approval by submitting the Foreign National Travel Request Form.
- The Taxation Issues Group in Unrestricted Accounting, Main requires the following information to approve the form:
- A business purpose for the visit that benefits UNM.
- The proposed length of the visitor's stay.
- The type of visa the visitor will use to enter the U.S., if known.
- Please Note: If the travel has already occurred, it is possible that the Taxation Issues Group may either require additional information, or deny the request for approval altogether dependent on the visa type of the visitor and the circumstances of the trip. This process should always be done in advance of travel!
- If Taxation approves the Foreign National Travel Request Form, the department may then book the travel using their PCard.
- The department must attach a copy of the Foreign National Travel Request Form and the approval email with the receipt in Chrome River.
- If the traveler is a foreign Independent Contractor (IC) a Service Provider Questionnaire (SPQ) must be attached to the paper PR. Approval of the General Accounting department is required prior to seeking Taxation department approval.
For more information regarding tax issues, call 277-2018 or visit the Taxation Issues site.
Travel Exception Requests
Payments for Independent Contractor travel on the PCard require a pre-approved travel exception. Travel exception requests should be submitted using the Travel Exception Request form. Travel exception requests are not approved until Purchasing contacts the Cardholder.
Upon receipt of the request, the PCard Office will obtain proper approval, lift appropriate card restrictions and send approval by email to the Cardholder.
The special exception approval must be attached with the receipt in Chrome River.
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